Marketing Communications Projects and Standards


In order to better manage the expectations of stakeholders who use the Marketing Communications department at Jones School, this summary has been created to act as a guideline for how much notice is required to ensure deadlines can be met. For brand standards, logo usage and other resources, visit business.rice.edu/brand.
 

Marketing campaign schedule:


All events benefit most from having at least two months notice provided to Marketing Communications. Events types include Lectures, Conferences, Breakfasts, Forums, etc. If you have an upcoming event please set up a meeting with our department to discuss strategy as early as possible to ensure proper attention is paid to promotion of the event, provision of supporting materials, and lead time for registration. Additionally, it is important to take production lead times into consideration. Due to the volume of projects generated by the various departments and organizations in the school, below are the minimum lead times for project types in the Jones School. In order to gain all required information ahead of new projects, we ask that you fill out this form: business.rice.edu/marcomjobs
 

Project  Scope  Notice Needed 
Multi page brochure Full color, to be printed and original design. (Example: Admissions Brochure, Annual Report, Exec Ed Course Catalog) 1-3 months depending on content, plus 1-2 weeks for printing.
Trifold Brochure Original design, full color to be printed. Two weeks, plus one week for printing.
Revision on existing brochure and design Existing files, updates to dates, images or edit to copy Two weeks plus 1-2 weeks for printing.
Program, printed for event Multiple page, printed Two weeks, plus one week for printing.
Menus, flyers, posters, etc Single or double-sided and printed. One week, plus one week for any printing.
Large newsletter or publication Examples – Jones Journal, Parliament, etc 2-3 months plus 1-2 weeks for printing.
Advertising – existing campaign Print or radio ad utilizing existing concept. Two weeks ahead of insertion deadline.
Advertising – special or custom New Print ad. Generate new concepts and associated copy and art direction. One month
Email newsletter, or email requiring conversion from PDF to HTML For distribution to affiliated groups of Jones School Content one week before distribution.
Poster for screen downstairs Events must require outside registration or be open to public One week
Update to website – calendar Add to school calendar 2 days
Update to website – registration For events and payment One week
Corrections/Content Change Content on Website To be done in batch process on a weekly basis. Expect at least a week, unless content is mission critical
Microsites (Energy Finance Summit, Rice Alliance Venture Forums, etc.) Multiple page site – requires content, graphical elements, video, registration set up, etc. 3 weeks
Email Templates Create multi-functional email templates for MailChimp, Outlook and Hobsons 1 week
One-off JGSB/Rice Alliance Templates Design one-off templates for sites that reside on the JGSB servers (Ex. Alumni, Executive Education, REEP, etc.) 2 weeks

Priorities and exposure:


In order to best communicate events and news of the Jones School the following guidelines are set for use of communication channels:
 

Event Type  Communication Channels 
Jones Partners TLS
  • Website Banner (front page)
  • Social Media Mention (Twitter/Facebook/LinkedIn)
  • Website Banner (landing pages)
  • Screen Display 1st Floor
  • Newsletter Mentions
  • Media (Post-event content Photo/Video)
 
Dean’s Lecture Series
  • Website Banner (front page)
  • Social Media Mention (Twitter/Facebook/LinkedIn)
  • Website Banner (landing pages)
  • Screen Display 1st Floor
  • Newsletter Mentions
  • Media (Post-event content Photo/Video)
 
Large Conference
(REFS, Marketing Symposium, etc)
  • Website Banner (front page)
  • Social Media Mention (Twitter/Facebook/LinkedIn)
  • Website Banner (landing pages)
  • Screen Display 1st Floor
  • Print Collateral
  • Newsletter Mentions
  • Media (Post-event content Photo/Video)
 
Small Conference
  • Social Media Mention (Twitter/Facebook/LinkedIn)
  • Website Banner (landing pages)
  • Screen Display 1st Floor
  • Newsletter Mentions
 
Student Club Events
  • Social Media Mention (Twitter/Facebook/LinkedIn)
  • Screen Display 1st Floor
 

Outgoing Communications from Departments


As any and all communications to Jones School stakeholders has potential effect on the image and reputation of the school and its brand, Marketing Communications requests the opportunity to peer review outgoing newsletters and e-mail communications. Review of content allows for several benefits:

  • Remaining on brand and within strategic messaging – keywords, branding and elements of communications will remain far more consistent.
  • Peer review – In order to maintain quality standards, we ask that you take advantage of us to proof all e-mail and newsletter distributions to avoid spelling and grammatical issues.

     

E-mail Signatures


As we continue to unify our branding for the Jones School, please take a moment examine your e-mail signatures. In order to maintain consistency in external communication the following is now encouraged:
 

First Name Last Name, (preferred degree, certification)
Title, Department/Program/Center
Jesse H. Jones Graduate School of Business | Rice University
6100 Main Street, MS-531, Room #
Houston, TX 77005
+1 713.348.XXXX
Facebook | Twitter | LinkedIn 


You will note that there is no Jones School, Twitter, Facebook, LinkedIn logos, as this creates an unnecessary attachment for some mail programs. For the social links, feel free to link to the accounts appropriate for your group or department – for the basis of ease, we’ve included links to the Jones School accounts.
 

Communication Frequency


Jones School Marketing Communication reserves the right to delay or advise alternate channels in communication which may add strain to existing e-mail distribution lists. Efforts should be made by departments who share similar distributions to plan communication each quarter to avoid strain on email lists – specifically alumni but others as well. Tactical efforts to pump up registrations or fund drives should be planned well in advance to avoid fatigue to recipients. Always keep in mind that when a member of our e-mail distribution ‘unsubscribes’ from the list, they are often gone forever.